Procurement Coordinator/Program Director

Closes 12-Nov-2024 (EST)Department 3 Tribal Management - HousingSuttons Bay, MI, USA57729 per yearFull TimePeshawbestown, MIMajor Medical, Dental & Prescription, Vision, Life Insurance, 401(k) Plan, PTO & Holidays, Short & Long-Term Disability Coverage, AFLACThe Procurement Coordinator/Program Director will be responsible for the fiscal administration for the Housing Department programs, budgets/accounting, and all administrative duties required for Governmental Accounting (GAAP) bookkeeping. They will be responsible for all unit files and their upkeep along with establishing and maintaining a pricing list for all work orders. Procure and inventory warehouse materials and fixtures for Housing Department maintenance. Coordinate the estimating, timely requisition and acquisition of materials for maintenance projects. They will also establish an effective work order system along with an inventory system for supplies and materials used by the maintenance staff.MINIMUM QUALIFICATIONSAn Associate Degree in Business, Accounting or Administrative Services required.One year of experience in procurement or a related field and at least 2 years of experience with warehousing inventory.Must be familiar with sound business practices, which would include a good knowledge of business, budgeting, accounting and purchasing.Must have a valid unrestricted driver license and be insurable by the GTB insurance carrier.ESSENTIAL DUTIES AND RESPONSIBILITIESResponsible for setting up and maintaining all unit files.Work with the Maintenance Coordinator on procurement needs for units and ordering of inventory.Maintain an inventory system for maintenance supplies and materials, with a focus that protects the assets.Develop and maintain a standardized pricing list for damages and all other work order costs.Assist with maintaining work order system with Administrative Assistant and Maintenance Coordinator.Work closely with Occupancy Specialist in the processing of tenant damages.Maintain Housing supplies, materials for cleaning, and repairs of units.Keep warehouse clean and organized and maintain tools and equipment in shop.Work closely with Occupancy Specialist regarding unit files and their maintenance.Assist Maintenance Coordinator with all paperwork and documentation needed to complete and close out work orders.Responsible for the financial administration of all housing programs, including, but not limited to the Emergency Home Repair, Rental Subsidy Assistance & Deposit Assistance, Down Payment Assistance, Market Rental, Low-Income Rental Housing and LIHTC to comply with NAHASDA.Comply with Housing policies, procedures, and HUD regulations.Maintain the highest level of confidentiality on all matters and issues that occur in the Housing Department.Assist management in budget preparation, forecast, monitoring, and modifying as needed.Preparation and finalizing all disbursements from the Department in a timely manner.Preparation of check requests, purchase requisitions and other financial documents.Responsible for all Department budgets regarding budget control, procurement, dispositions, personnel, program account classification and records management.Responsible for compiling and reconciliation of required financial records and materials for the annual internal audit of all accounts in a timely manner.Responsible for the timely preparation and submittal of the Program Facts and Reporting Form on a quarterly basis.Responsible for analysis of Market Rental revenue, expenditures, bad debt, projected capital improvement & annual maintenance.Assist with the preparation and conducting of all audits and reviews of the GTB Housing Department.Review and suggest methods or procedures to promote greater efficiency in executing the operations of the Housing Department.Responsible for maintaining and monitoring Maintenance Work Orders for budget compliance.Assist with development, collection, and management of statistical data for external and internal support of funding requirements and needs.Participate in external and internal program reviews and monitoring.Assist with the development and preparation of the annual NAHASDA Reauthorization Act Indian Housing Plan and Annual Performance Report.Review approved Indian Housing Plan and amendments to ensure program compliance with budgeted program goals, objectives, and activities.Monitor all program expenditures to ensure proper documentation to support program eligibility and budget compliance.Compile data prepare designated statistical reports as required; prepare statements of operations for Low Rent and Mutual Help.OTHER SKILLS AND ABILITIESStrong organizational skills with the ability to develop programs from start to finish.Maintain impeccable files and provide timely correspondence to all interested parties.Interact with Tribal Membership, Housing staff, outside vendors and contractors.Establish and maintain harmonious relationships with tenants, staff, and other individuals and groups.Ability to interpret and make independent decisions based on policy guidelines established by the GTB Housing Department.Handle crisis situations and function under pressure with professionalism.Working knowledge of construction trade and familiarity with outside vendors and contractors.Complete Program Directors Training within one year of date of hire.Excellent interpersonal skills with demonstrated patience, tact, and respect.Exceptional detail and follow-up skills.Proficiency in computer literacy, preferably in Microsoft Windows, Word, Excel, Outlook, Power Point, and other Microsoft office products.Ability to effectively establish priorities and meet deadlines.Good knowledge of business and accounting systems and methods.Working knowledge of GAAP is required.Ability to obtain and apply knowledge of HUD Indian Housing Block Grant Programs (IHBG) and NAHASDA.Duties, responsibilities, requirements, and expectations pertaining to this job are subject to change as needed.EDUCATION and/or EXPERIENCEAn associate degree in Business, Accounting, Administrative Services, or related field required.One year of experience in procurement or a related field.At least 2 years of experience with warehousing inventory.GTB Program Director experience is preferred.Experience/knowledge working with HUD Indian Housing Block Grant Programs (IHBG) and NAHASDA preferred.SUPERVISORY RESPONSIBILITIESDRIVING REQUIREMENTSMust have a valid unrestricted driver license and be insurable by the GTB insurance carrier.Must have appropriate endorsement for all vehicles required for operation in the performance of duties.WORKING CONDITIONSSetting is inside a multi-person office environment, but some work requires travel to other six-county service areas that have housing units.TYPICAL PHYSICAL DEMANDSMust be able to lift to 50 lbs., load, unload and put away supplies and/or equipment.TYPICAL MENTAL DEMANDSMust effectively handle stressful situations while remaining focused and professional. Must work productively under strict time restraints with variable deadlines.COMMENTSNative American Preference will apply. Must be willing and able to pass a background investigation and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy regarding confidentiality is a must.The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time.

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